COMMUNICATIONS COMMITTEE MEETING

CANADA ROOM, MARKHAM CIVIC CENTRE

APRIL 18, 2005

 

 

MINUTES

 

 

Attendance

 

Members:

Deputy Mayor F. Scarpitti

Regional Councillor B. O’Donnell

Regional Councillor J. Jones (1:35 p.m.)

Councillor A. Chiu

Councillor J. Webster

Councillor E. Shapero

 

 

 

Staff:

Andy Taylor, Commissioner of Corporate Services

Janet Carnegie, Director of Corporate Communications

James Allen, Chief Information Officer

David Clarke, Town Architect

Francis Poon, Manager, Client Delivery

Marjorie Rebane, Manager, Corporate Communications

Judy Kee, Committee Clerk

 

 

The Communications Committee meeting convened at the hour of 1:30 p.m.

 

 

1.         GRAPHIC STANDARDS UPDATE

 

Ms. Janet Carnegie, Director of Corporate Communications, gave a presentation updating Committee on proposed graphic standards for the Town.  Members were advised that the purpose of having a graphic standards system is to bring clarity, dominance and consistency to the use of the Town of Markham brand.  It was noted that many variations of the Markham logo are being used in signage and other communications and materials.

 

 

 

 

The objectives of the proposed Markham Brand system were stated, as follows:

 

•         Effectively link Town of Markham facilities, operations, programs and services in a brand family

•         Position the Markham brand as the “Master Brand” in signage and communications

•         Create a system that is simple, easy-to-understand and implement

•         Accommodate future growth and inclusion of new components and programs

•         Provide guidelines for use of the Markham brand

 

Committee was advised that a Markham Brand System would consist of a Master Brand; Sub Brands; Strategic Programs and other programs.  Guidelines for the use of Brand, sub-Brands and Program logos, and their relationship to each other were outlined.

 

It was noted that there are currently many variations of Town of Markham branding on outside signage, such as at community centres, fire halls, cultural facilities, parks, and libraries.  The following Branding recommendations were reviewed:

 

  • Develop sign “Family” system
  • Establish capital budget for sign replacement
  • Phase in replacement over 3-4 years based on age and/or sign category
  • Include Markham logo as signs replaced
  • New Park Signs to be installed in 2005
  • All proposed new signs to conform to approved design and logo standards

 

Following some discussion, Members raised the following matters:

- recommendations for phasing in signage would not include street signage

- branding for “sustainability funding”? – This program qualifies for a logo

- requests for branding approval, in future, would come to Communications Committee

- preferred logo with no tag, although tag lines may be used as appropriate – “Mark of

         Excellence” and “Canadian High Tech Capital”

- current Town of Markham logo is not to be changed, only refreshed and refined

- proposed new logo for Markham Museum – generally agreed to; some concern with

design of proposed entrance sign - staff will follow up with a couple of variations

programs, such as “anti-idling” & “clean-air” are strategic programs that qualify for a program logo

 

Moved by Councillor A. Chiu

Seconded by Regional Councillor B. O’Donnell

 

That the presentation of the Director of Corporate Communications regarding Graphic Standards be received;

 

And that the Communications Committee endorses the proposed Markham Branding System;

 

And that staff bring forward a report to General Committee for consideration.

CARRIED

 

 

2.         CIVIC CENTRE GREAT HALL UPDATE

 

Ms. Janet Carnegie, Director of Corporate Communications, gave a presentation detailing ways to update the Great Hall in the Markham Civic Centre, and provided information on the following proposed features:

-               an electronic display board;

-               a sound & projection system; and

-               a space refit.

 

Members were advised that the objectives of the proposals were:

-               to update Great Hall to create an inviting space

-               to provide permanent display case for Town awards, gifts etc.

-               to add sound and projection system for public events, news conferences, etc.

-               to add electronic board for daily information, news and promotion of community

               programs and events

 

Committee discussed options regarding the location of the electronic display board, and was advised that funding was available in the 2005 Budget to cover the costs for the 61” HDTV system and three 21-inch PC screens, estimated to be $15,000.

 

Details of a sound and projection system in the Great Hall were provided which included a portable lectern, a drop-down screen, an optional motorized back-drop, and an optional ceiling mounted camera.  The estimated costs, including taxes and electrical work, would be $100,000.

 

Members discussed various matters, including: location of the screen/s, microphones and speakers; persons with accessibility issues; flexibility to activate certain speakers only - depending on event; the need for technical assistance during operation of system; concerns with sound quality in the Hall; and possible refitting of entire area.

 

Mr. Scott Murley, Project Manager, First Vision, was in attendance and provided technical information relating to the proposed systems.

 

Mr. David Clark, Town Architect, presented some ideas for a re-design of the space in the Great Hall, including: public art; a program area; new seating and lighting; an inset display case in the present Security area; a new Information Markham counter and integrated information kiosks, a directional ceiling grid, and drop down screens along the railing to adjust natural light.

 

At this time, the Meeting was recessed to view a demonstration of the electronic display board. (2:45 p.m. to 3:00 p.m.). 

 

Following some discussion, some concerns were raised including: fire safety regulations for large events, and also excessive noise in the Great Hall when meetings are being held in the adjacent meeting rooms.  Staff was requested to ensure that the font size on the screen is legible for viewing from a distance, and it was suggested that consideration also be given to installing an accessible interactive screen for way-finding and meeting times.

 

 

 

There was general support for the electronic display board. It was suggested that staff develop a master plan for further discussion. 

 

Moved by Councillor J. Webster

Seconded by Councillor E. Shapero

 

That the presentations by the Director of Corporate Communications and the Town Architect, regarding the proposed electronic display board, the sound and projection system and space refit of the Great Hall be received;

 

And that staff be requested to develop a Master Plan regarding the use of space in the Great Hall of the Markham Civic Centre.

CARRIED

 

 

 

3.         TOWN OF MARKHAM ANNUAL SERVICES

AND EVENTS CALENDAR

 

The production of the annual Town of Markham Services and Events calendar was discussed, and it was noted that many residents look forward to its publication each year.  It was noted that some concerns have been raised regarding missed religious dates in the 2005 calendar.

 

Staff advised that the cost to publish the calendar was approximately $60,000 annually.  Committee suggested that staff review the publication of the calendar in future years and consider other possible options when preparing the Corporate Communications’ Department Communications Plan for 2006.  Members requested that such options be brought to a future meeting for consideration of Committee.

 

 

 

4.         WRAPPED HYBRID VEHICLES – CLEAN AIR INITIATIVE

 

Staff was requested to review the concept of “wrapped” hybrid vehicles as part of the Clean Air

Initiatives, and report at the next meeting of Communications Committee.

 

 

 

5.         WASTE MANAGEMENT – COMMUNICATIONS TO RESIDENTS

 

Committee requested staff to look into an apparent error in material sent out to residents regarding waste management issues.

 

 

 

 

 

 

6.         “ABOUT MARKHAM” NEWSLETTER

 

Copies of the Spring 2005 edition of the “About Markham” newsletter were distributed to Members.  Staff advised that this edition, which was to go out on March 1st, had been considerably delayed and was not distributed until April 1st.

 

Committee discussed some concerns with the production of the newsletter, including: timelines; content; the amount of text and photographs; flavour of the newsletter? – should it be a community or Councillor newsletter?; is it a vehicle for Town-wide activities or individual ward activities?; alternate means of distribution; is it reaching all residents?; and the editing and approval process.

 

Staff was requested to review the concerns raised this date and report back to Committee.

 

Moved by Councillor A. Chiu

Seconded by Councillor E. Shapero

 

That the “content list” of items proposed for future editions of the “About Markham” newsletter be circulated to all Members of Council;

 

And that prior to printing, the draft of the “About Markham” newsletter be brought forward to Communications Committee for their consideration.

CARRIED

 

 

 

7.         COUNCILLORS’ PERSONAL NEWSLETTERS

 

There was some discussion regarding the process involved in the production of Councillors’ personal newsletters.  Some concern was expressed regarding the possible duplication of information in the “About Markham” publication, however, it was felt that the Ward Councillors should communicate information that is specific to their own ward. 

 

Moved by Councillor A. Chiu

Seconded by Councillor E. Shapero

 

That staff be requested to bring forward, to the next Communications Committee meeting, the process and criteria for the preparation of Ward Councillors newsletters.

CARRIED

 

 

 

 

 

 

 

 

 

 

8.         DATE OF NEXT MEETING

 

Members were advised that the next meeting of Committee is scheduled for Monday, May 2, 2005 immediately following General Committee.

 

 

 

 

ADJOURNMENT

 

The Communications Committee meeting adjourned at the hour of 3:50 p.m.